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Legal Scanning Scan your documents with IRISPowerscan ™

Legal Scanning Scan your documents with IRISPowerscan ™. Wim Cops – I.R.I.S. Legal Scanning with. Outline: What is Legal Scanning? What are the benefits of Legal Scanning? How does it work? Setup in IRISPowerscan ™ Demo. Legal Scanning with. What is Legal Scanning?

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Legal Scanning Scan your documents with IRISPowerscan ™

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  1. Legal ScanningScan your documents with IRISPowerscan™ Wim Cops – I.R.I.S.

  2. Legal Scanning with Outline: • What is Legal Scanning? • What are the benefits of Legal Scanning? • How does it work? • Setup in IRISPowerscan ™ • Demo

  3. Legal Scanning with What is Legal Scanning? Legal Scanning is a secure scanning technique that guarantees the invariability and durability of digitized documents. (Cfr. Circulaire nr. AOIF 16/2008 (E.T.112.081) dd. 13.05.2008) What does this mean? • It has to be impossible to alter the digitized images in the used scanning software • It has to be impossible to import images in the used scanning software • The entire invoice has to be scanned (front and back if necessary) • There has to be a unique batch number that is displayed on the digitized document • The person who did the scanning has to be identifiable • …. All requirements can be found on http://ccff02.minfin.fgov.be

  4. Legal Scanning with Circular n° AFER 16/2008 (E.T.112.081) of 13 Mai 2008 Explains the basic principles for conservation and communication of invoices that are received in paper format. I.R.I.S is proud to announce that IRISPowerscan 9 ™ is AFER compliant!

  5. Legal Scanning with What are the benefits of Legal Scanning? • Identification of the scanner operator of every image • Embedding of document owner and scanning company information in the images • Traceability of every image • Guarantee that the images cannot be altered (nor in IPS interface nor in IPS cache) • Guarantee that the sequence of the images cannot be altered Images must be signed and cannot be deleted, moved, modified, added... The integrity and authenticity of the images is guaranteed during the entire IPS workflow: - Scanning - Indexing - Post-Scanning - Processing (through extended connector)

  6. Legal Scanning with How does it work? • Identification • The user must specify a certificate Either: - PKCS #12 certificate => Certificate Authorities - BEID (Belgian ID card) => Certipost, Zetes • The user is associated to a particular « Legal Scanning » role for which some operations such as « image deletion », « cropping », « erasing », « rotation »… are forbidden.

  7. Legal Scanning with How does it work? • Scanning Every single image received from the scanner is signed with the provided certificate before being stored in the IPS scan cache. • Image certificate information accessible via the properties of the image • Embedded document owner and scan company information can also be displayed

  8. Legal Scanning with How does it work? • Validation The Integrity check is done before and during processing…. or « on demand », either at the batch-, document- or image level OR

  9. Legal Scanning with How does it work? • Validation IRISPowerscan comes with a standalone document validator for easy validation of entire document folders The validatorneeds a certificate of in the format *.cer;*.p7b

  10. Legal Scanning with How does it work? • Processing The extended output connector allows you to export the images to a multipage/single page TIFF format with the embedded signature

  11. Legal Scanning with • How does it work? IRISPowerscan™ in legal scanning mode ensures the integrity and authenticity of the images during the entire IRISPowerscan™ workflow

  12. Legal Scanning with • Setup in IRISPowerscan ™ • Registration

  13. Legal Scanning with • Setup in IRISPowerscan • Legal Scanning setup • Enable legal scanning at project level • Provide document owner information • Provide valid PKCS #12 certificate (.pfx) for signing

  14. Legal Scanning with • Setup in IRISPowerscan • Stamping (optional) • Create formula (Unique document identifier available) • Specify position of stamp, margin, font size and type, background color to use...

  15. Legal Scanning with • Setup in IRISPowerscan • Scan Company Setup (optional) • Provide scan company name and address • Configure OCSP (Online Certificate Status Protocol) for checking revocation status of the certificate if wanted

  16. Legal Scanning with • Setup in IRISPowerscan ™ • Extended connector • Enabling this will prohibit choosing the image format: the images are copied directly from the IRISPowerscan™ cache maintaining the image integrity. IRISPowerscan ™ with Legal Scanning supports the TIFF format for the moment.

  17. Legal Scanning with • Any Questions? @ 16.45h in room 6 “Legal Archiving & Records management, existing technologies and solutions” Marc Vandeveken I.R.I.S.

  18. Thank you

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